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IU Purchasing has authorization to commit university funds for goods and services. Overall, Purchasing is responsible for ensuring purchases are reasonable and made according to IU Policy. Purchasing is available to assist with contracts, bidding, researching an item, or working with suppliers.

IU Policy states that purchases must be made through a Contract Supplier when available (FIN-PUR-20.0). If a department needs help with purchasing an item, the Commodity Specialist in that area should be contacted for assistance.

To begin the purchasing process, a department issues a Requisition for goods or services. Requisitions route to the Fiscal Officer (FO) Approval workgroup for approval. This workgroup consists of several Accounting Services staff. Accounting Services audits Requisitions for contract availability, funding, marketing activity, licensing and trademarks, and reasonableness of purchase. Upon approval, Requisitions either become an automatic purchase order (APO) if under $5,000 or route to Purchasing for issuance of a Purchase Order (PO). Upon issuance of a PO, a copy of the order is automatically faxed or emailed to the supplier.

Policies and Procedures

For Purchasing policies and procedures see Indiana University Purchasing.

Procurement Cards

The university procurement card (P-Card) is intended to be used for small transactions (under $4,999) with suppliers not available in BUY.IU.

Using the card will provide quicker placement of orders, greater flexibility in ordering, and reduced paperwork processing. The P-Card concept is designed to delegate the authority to purchase low-cost items directly to the person to whom it most matters - YOU, the end user.

Each month departments should track purchases made with the P-Card and save all original receipts. Transactions will route to the Chrome River eWallet of the department’s listed cardholder for expense reconciliation. P-Card expenses do not post to the general ledger in KFS until transactions are reconciled in Chrome River. When the monthly P-Card statement is received, receipts should be matched to each transaction.

For more information regarding Procurement Card usage and policy visit the IU P-Card website.

Check Requests

Check Requests are forms built for specific, one-time payment situations. Standard Operating Procedure 17 outlines when Check Requests are appropriate and provides an overview of how to complete a form.

For more information regarding Check Requests, visit the BUY.IU website.

Campus Events

Thanksgiving Break - No Classes

Thanksgiving Break - No Classes

November 25th, 2020

All day event

Classes begin (3-week session)

Classes begin (3-week session)

November 30th, 2020

All day event

Sojourners for Truth…Find Your Village at IUS!

Sojourners for Truth…Find Your Village at IUS!

December 1st, 2020

12:00 PM - 1:00 PM

Spectrum Fall 2020 Meetings

Spectrum Fall 2020 Meetings

December 2nd, 2020

6:00 PM - 7:00 PM

CANCELED: Spectrum Fall 2020 Meeting

CANCELED: Spectrum Fall 2020 Meeting

December 2nd, 2020

6:00 PM - 8:00 PM

SGA Meeting (Virtual Only)

SGA Meeting (Virtual Only)

December 4th, 2020

4:00 PM - 5:00 PM

Women’s Basketball vs. Midway University

Women’s Basketball vs. Midway University

December 5th, 2020

1:00 PM - 3:00 PM

Men’s Basketball vs. Midway University

Men’s Basketball vs. Midway University

December 5th, 2020

3:00 PM - 5:00 PM

Netflix Watch Party

Netflix Watch Party

December 5th, 2020

7:30 PM - 9:30 PM

Fall Classes End (Full-term)

Fall Classes End (Full-term)

December 6th, 2020

All day event

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